UPDATE: During July 2013, Dr. Melanie Norton, interim dean of University Libraries, approved a plan to contact academic departments to learn if print copies of dissertations and master's theses from December 2010 graduation and later are available to be given to Cook Library.

Beginning with December 2010 graduation, Cook Library no longer receives either a print copy or microfilm.

The Graduate School requires dissertation authors to provide a PDF of the dissertation on a CD (used to transfer files to ProQuest). For a time, these discs were sent to the Library to be cataloged and housed, but this practice was discontinued in mid 2012. Researcher access to most dissertations dated December 2010 or later will be via (1) ProQuest Dissertations & Theses Full Text database, or (2) PDF file on CD in 2nd Floor Media (late 2010-spring 2012).

UPDATE: On August 2, 2013, notice came from the Graduate School that dissertation and master's thesis PDF files on CD will again be sent to University Libraries, as a result of work done by Dr. Melanie Norton, interim dean of University Libraries. PDF files on CD for December 2012 graduation are available and will be sent for addition to the Media Collection; those for May 2013 will be sent as soon as they are available.

When to Catalog Dissertations: Catalog dissertations when all formats and supporting materials are in hand or available: (1) print, (2) PDF (ProQuest/CD-ROM) and (3) author/title list from the Graduate School. The work to be cataloged is the print bound volume. Bibliographic records can be created by viewing PDF files in ProQuest, but the PDF file is not the work being cataloged -- it is an additional format. If created by viewing the PDF, the bibliographic record MUST NOT be updated to OCLC or exported to the library catalog until the print is in hand. Each title must also be searched in ProQuest to verify the dissertation is available online. That information is necessary to correctly attach an item record.

Author/Title List: The Excel list sent from the Graduate School has a column for Department. Verify the information in this column against USM Academic Departments and correct as necessary. Add columns for College (key in CoAL, CoB, CoEP, CoH, CoN or CoST) and Degree. Sort the data in the spreadsheet by (1) College, then (2) Department, then (3) Author. This organizational work will speed the cataloging by grouping like works together.

Embargoed Dissertations: Some authors embargo their work, prohibiting the display or use of their intellectual property for a certain period of time. Embargo notification is on the author/title list from the Graduate School. Bibliographic records can be created and saved in Connexion but MUST NOT be updated to OCLC or exported to the library catalog during the embargo period.

The librarian responsible for cataloging theses and dissertations will take charge of the Archives copies and will monitor the embargo periods. When the embargo has expired, cataloging and processing can be completed.

For the purposes of management, the embargo period will begin on the FIRST day of the month shown on the title page and expire on the LAST day of the month at the end of the period. To all embargo periods, one month is added to the term specified by the Graduate School in the hope that the ProQuest link will be available so cataloging can be completed in an efficient process. In effect, an embargo period of one year for a dissertation with May 2011 on the title page will be 14 months, beginning on May 1, 2011, and ending on June 30, 2012.

Create a brief bib record in ALL CAPS in the catalog. Include these fields to provide basic information to librarians, staff, faculty, and students.

100 1_ LAST NAME, FIRST NAME

245 xx [TITLE]

260 __ MAY 2011

500 __ DISSERTATION

500 __ EMBARGOED BY THE AUTHOR UNTIL [DATE]

830 _0 Dissertation (University of Southern Mississippi) ;|v2011.

Create the full bib record in Connexion and save it to a local save file dedicated to hold Embargoed Dissertation records. Print a copy and place it with the embargoed dissertation in the storage location. Mark the end of the embargo period clearly on the copy of the bib record.

At the end of the embargo period, verify that the PDF is displayed in Proquest. Verify all elements (classification, author cutter, acid free slip, etc.), update the record to OCLC, add the item records, and export to OVERLAY the brief record.

Cataloging: Use the Dissertation Workform as a guide. Create records (new or derived) in Connexion, and export them to the local catalog with item records attached.

856 Link: Add the 856 field and hyperlink to the ProQuest file AFTER exporting the record to the local catalog. Do not include this information in the record that is updated to OCLC.

Program this text string into MacroExpress and assign a hot key:|uhttp://lynx.lib.usm.edu/login?url= |zClick here to view this online resource

Add the 856 40 field and insert the text string via MacroExpress.

Place the cursor behind ...url= at the empty spaces before |z text.

Look up the dissertation in ProQuest and display the Document View page.

Copy the URL and paste it at the empty space where the cursor was placed. Delete any emptyspace/spaces after |u or before |z text.

Save and verify access to the ProQuest file by launching the public view of the catalog record and testing the link.

Master's Theses

Cook Library holds print copies of USM master's theses dated 1948-August 2010 in the circulating collection. University Archives in McCain Library also holds a print copy. Begnning with December 2010 graduation, Cook Library no longer receives a print copy of master's theses, but University Archives continues to receive a print copy.

UPDATE: During July 2013, Dr. Melanie Norton, interim dean of University Libraries, approved a plan to contact academic departments to learn if print copies of dissertations and master's theses from December 2010 graduation and later are available to be given to Cook Library.

Researcher access to master's theses submitted for December 2010 and May 2011 graduation is not available in any format. Master's thesis files are not being added to the ProQuest Dissertations & Theses database (as of June 2011).

From August 2011 graduation until spring 2012, the Graduate School supplied PDF files on CDs (turned in by the students) to the library. These were packaged in security cases and housed in the Media section of 2nd Floor South. The CDs will circulate.

UPDATE: On August 2, 2013, notice came from the Graduate School that dissertation and master's thesis PDF files on CD will again be sent to University Libraries, as a result of work done by Dr. Melanie Norton, interim dean of University Libraries. PDF files on CD for December 2012 graduation are available and will be sent for addition to the Media Collection; those for May 2013 will be sent as soon as they are available.

When to Catalog Master's Theses: Catalog master's theses when all formats and supporting materials are in hand or available: (1) print, (2) PDF files (CD-ROM) and (3) author/title list from the Graduate School. The work to be cataloged is the print bound volume. Bibliographic records can be created by viewing PDF files, but the PDF file is not the work being cataloged -- it is an additional format. If created by viewing the PDF, the bibliographic record MUST NOT be updated to OCLC or exported to the library catalog until the print is in hand.

Cataloging: Use the Master's Thesis Workform as a guide. Create records (new or derived) in Connexion and export to the local catalog with item record attached.

Classification: All master's theses will be classified LD3425.1. Construct an author Cutter and verify it against the electronic shelflist. Newly assigned Cutters must fit in with existing Cutters. Example:
LD3425.1 |b .B8765 2010

Name Authority Work: See below. Refer author name conflicts to a librarian for resolution.

530: Additional formats will be included in the record if available.

502 Thesis Note: Include the degree abbreviation as given in USM Academic Degrees, followed by the four-digit year.

710: Include the university name and academic department as given in USM Academic Departments. Example:
710 2_ University of Southern Mississippi. |b Department of English.

830: Include the local series entry followed by the four-digit year. 830 _0 Master's thesis (University of Southern Mississippi) ;|v 2011.

Honors and Bachelor's Theses

Cook Library holds print copies of USM undergraduate theses dated from 1968 to mid 2011 in the circulating collection. University Archives in McCain Library holds print copies for the same time period. As of August 2011 graduation, honors theses have not been sent to University Libraries to be cataloged, either for the circulating collection or for the Archives.

Most undergraduate theses in recent years have been written by students enrolled in the Honors College and are known as Honors Theses. The Honors College in past years provided a bound printed copy to Cook Library and University Archives. Other theses are written by students who fulfill requirements to graduate with a Latin designation but who are not enrolled in the Honors College. These are sometimes called Bachelor's Theses.

In bibliographic records, Honors College theses are differentiated by an added entry for the Honors College. See details below. All undergraduate theses are classified the same and shelved together as Honors theses.

Name Authority Work for Theses and Dissertations

Goal: To reduce the possibility that an author's name will conflict with a name already in the OCLC authority file or in our local database. To insure there is no conflict at the time of cataloging, take the following steps:

In the Local Catalog: Look up each author name. Does the name match a name in our database? If No, proceed to the next author name. If Yes, is it a different person (is the topic of the thesis in a different subject area) or the same person (same/similar topical content)?

If it is a different person, the name form in the new bib record will have to be differentiated from what is already in use in our database. Set it aside to be addressed after all names have been checked. Refer all name conflicts to a librarian for resolution. Provide specific information.

If it is the same person (a thesis for a subsequent degree), the name should be recorded the same in both bib records.

Be careful with names of women authors. A woman's married name often includes the birth family name as the middle name. Example: Jennifer Aaaa may be the name on a master's thesis. The same person's name on a dissertation may be a married name: Jennifer Aaaa Cccc. The similarity of topical content is an indicator that the person may be the same.

In Connexion: While creating records in Connexion, look up each author's name in the authority file. Is there a matching name? If No, continue cataloging and complete the work. Export the record to the local catalog.

If Yes, the name form on the new bib record will have to be differentiated from what is in the authority file. Print a copy of the authority record for review by a librarian. Continue cataloging, but do not update the bib record to OCLC until the name is resolved. Provide the authority record and the thesis to the librarian.